Note: Not all unique aspects of the job are covered by this job description
The Administrative Associate is an integral part of a four-member administrative team supporting the Office of Public Affairs and University Communications and is expected to work collaboratively with an emphasis on teamwork. This position provides day-to-day administrative support to staff members in the Office of Government and Community Relations including two Associate Vice Presidents and two Directors. This position will report to the Director of Finance and Administration and will be called upon to provide cross-unit and cross-person support as needed. The Administrative Associate's job responsibilities include but are not limited to scheduling and calendar management for multiple staff members, managing and updating databases, arranging and scheduling travel and itineraries, including arrangements for executive leadership at Stanford, processing travel reimbursements, and various other project based administrative tasks and logistics such as room scheduling, mailings, administrative event support i.e. name tag creation, catering logistics and compiling packets/folders for meetings. The Administrative Associate is also responsible for reviewing, compiling and preparing synopses of Stanford related articles from various paper and online publications on a daily basis.
The Administrative Associate must be detail oriented, demonstrate strong communication written and oral skills, take direction with minimal guidance and be proactive with a high level of initiative. This position will regularly communicate with internal and external constituent's in-person, via telephone and via email and requires a high-level of professionalism and diplomacy.
Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Respond to inquiries from internal and external constituents and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays. Make edits and proofread documents and presentations as requested and directed by leadership.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain and order office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.